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Summary This File Clerk position is located in Health Information Management Service at the Providence VA Medical Center location. This position is full time at 40 hours per week. Responsibilities This position is located in the Health Information Management Section of the Business Office Service Line at the PVAMC. The duties and responsibilities are carried out throughout the medical center. The Scanning Clerk is responsible for reviewing, analyzing, organizing, abstracting, processing, scanning and maintaining clinical and administrative documents in any medium. Major duties and responsibilities include, but are not limited to: Performs duties related to the receipt, scanning, indexing, and destruction of health and administrative information. Interfaces with personal computer (PC) applications as well as numerous Vista applications. Analyzes and researches medical and administrative reports received from non-VA health care facilities. The clerk needs to make a determination as to how these documents are to be configured. Performs qualitative reviews on work performed by self and others. Assures patient care data entered into (VistA) Veterans Health Information Systems and Technology Architecture and/or (CPRS) Computerized Patient Record System is accurate, timely, complete and reliable. Correctly configures all documents imported from other devices or sources, including pdf, tiff, jpeg files, etc. in VistA Imaging/Capture. Maintains a tracking system to follow up on missing, incomplete or unauthenticated documents to assure timely scanning. Keeps current on emerging issues, trends and changes in regulatory requirements in the Health Information Management Section, including the electronic health record, document scanning and information technology. Uses a variety of VA Clinical practice guidelines to perform daily functions, including VistA, CPRS, and Vista Imaging Capture, Vista imaging Display, FBCS Medical Record Scanning, and Doc Search. Works within a team environment; supports peers in meeting goals and deadlines; flexible and can multi-task; works well under pressure; and manages and coordinates work to meet frequently changing priorities and deadlines. Arranges records for storage/reference. Prepares files for retention and disposal. Applies laws and regulations pertaining to the security, privacy and confidentiality of health information, (e.g., Privacy Act, Freedom of Information Act, Health Insurance Portability and Accountability Act (HIPAA), etc.). With knowledge of the Veterans Health Administration Records Control Schedule 10-1, the Health Information Management section of VHA Handbook 1907.01 and the VHA Handbook 1907.07 as they relate to HIMS practices and procedures. Showcases flexibility in order to undertake a variety of miscellaneous duties as assigned by the Supervisor, or Lead. Other duties as assigned. Work Schedule: Monday-Friday, 8am-4:30pm Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD00421A Relocation/Recruitment Incentives: Not Authorized. Critical Skills Incentive (CSI): Not Approved. Permanent Change of Station (PCS): Not Authorized. Notifications: This position is a LIUNA Bargaining Unit position. Current and former Federal employees must submit copies of their most recent SF-50 (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held. This position is in the Competitive Service. Veterans' preference does not apply for other current permanent Federal agency employees. This position is covered by locality-based comparability pay. Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment. Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/07/2024. You must qualify based on your experience and/or education as described below: General Experience: You must have at least one (1) full year of general experience, including but not limited to: progressively responsible clerical, office, or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled. OR, Education: You may substitute education for the required experience. To qualify based on education for this grade level, you must have 2 years above high school. Degree must be relevant to the position to be filled. NOTE: If using education to qualify, a copy of your transcript is required. OR, Combination of General Experience and Education: You may also combine successfully completed education and general experience as outlined above to meet the requirements of the position. Only education beyond a high school diploma may be used to qualify at the GS-04 level. NOTE: If using education combined with general experience to qualify, a copy of your transcript is required. Preferred Experience: Computer knowledge and usage, CPRS knowledge a plus. You will be rated on the following Competencies for this position: Attention to Detail Clerical Communications Computer Skills Information Management Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work requires some standing, bending, stretching, walking, lifting, and pulling. Inclement Weather is a factor in the transporting of Medical Information to and from the Main Hospital. The employee has available for his/her use, carts that can be used for various delivery activities. However, some portions may be sedentary at times. Work also involves long period of sitting. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at https://www.opm.gov/. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.